Filenaming and Directory
Structure

by Kendall Callas

The documents you are now accumulating will be valuable for years to come. By
planning for
easy reference and re-use of your library of text, you can get the most value out of your
firm's
collected work product.

Directories and filenames are the two tools DOS and WordPerfect offer you. How well
you use
them will determine how easy it is to find documents later.

If you're just starting out and have only a handful of documents, you probably don't
yet
understand why all this is worth planning. The typical law firm accumulates well over 1,000
files
a year, so plan now to avoid lost files, ease backups, and delete files when your hard
disk begins
to fill up.

First, Decide What Not to Keep

You don't need to save it all. Transmittal letters, minor memos, fax cover sheets,
non-client
related documents -- many files need not be retained on the system, especially if there's a
copy in
your paper files. Make a directory called DISCARD or TRASH where such short-lived files
can
be stored temporarily -- just in case -- then purge it weekly or monthly. Alternatively,
establish a
policy that all files with the extension .TMP will be deleted periodically; utility
programs (with
names like "XX"or "SWEEP") are widely available that can search all directories to perform
such
a task. (If you've set WordPerfect to backup your documents as you edit them, deleting the
.BK!
backup files periodically is a good way to clear disk space.)

Design Directories for Storage and
Retrieval

The hard disk, like a file cabinet, can be sub-divided in different ways. Directories,
like drawers in
the cabinet, allow you to group files into logical categories.

When designing your directory structure, keep in mind your paper filing system. But
also
consider who creates files (group by user or author), and how someone will look for files
later (by
client or matter).

Key factors in designing a system include whether you're networked and the number of
users and
practice areas. Most law firms organize documents by client, then by matter (name or #).
Depending on the number of files that will accumulate, some firms further break down the
structure with PLD, LTR, and MISC directories.

To help users navigate directories, create macros to perform these
tasks:

Change directory by menu

Filename stamp -- see box below

Display Case List or Rolodex file

Filename Extensions

A filename (up to 8 characters) usually abbreviates the subject, recipient, or client
involved. To
further identify documents within a directory, when you name a file you have the option of
tacking on an "extension" -- a period plus 1, 2, or 3 more characters.

Extensions, like filenames, are flexible -- you get to make them up to suit your needs.
The
filename or extension may include numbers, letters, and symbols. The extension is
usually used to
indicate document type; but it may also encode the author's initials
(ELECTARB.KMC) or the
version number (CA-RULES.013). You can pack the month and year into 3 characters
(MINUTES.992) by using letters for the 2-digit months; "O" for October, "N" for
November, "D"
for December (SMITHEXP.N92).

Depending on your needs, there are various ways of packing clues about the document
into its
filename. Here's a simple approach -- CCCCxxxx.EXT -- 4-character
client name abbreviation
(or code) + 4 extra characters available to further identify the matter or document, plus an
extension (see the list below).

The important thing is to carefully examine your own needs; look at the documents you
produce
in your practice. Experiment. Discuss.

Beware unwieldy filenames!

Extensions vs. Directories

One goal in using directories is to keep the number of files shown on a List Files
screen down to a
manageable level. It takes time to sort the files displayed on this screen; you can keep
response
time short by keeping the number of files down.

Well structured directories relieve the need to pack details into a
filename. A file in a matter#
directory, within a client directory, need not identify the client or matter within the filename.

Generally, it's better to use extensions (see list below) to mark categories of documents
within a
matter. Then, at the List Files/F5 screen, you can use action #9, the Find function (called
"Word
Search" before v5.1) to search all the matter's files, yet you can still use the asterisk (*)
wildcard
to list just a subset (say, F5, *.LTR, Enter).

Tips on Naming Directories

To ease navigating and typing paths, keep the structure low -- avoid many levels of
directories.

Don't branch document directories off the WordPerfect program directory ("WP51").
Use a
directory with a short and clear name (\DOCS, \WORK, \CLIENT, or \CL) for greater
flexibility
and ease of use.

Keep directory names short.

Every system should have directories named \DOS, \WP, \UTIL, ADMIN and
FORMS.

For ease of use (and by tradition), directory names are not given extensions; that is,
"WP51", not
"WP.51". A worthwhile exception is naming client+matter directories client.matter# (e.g.
RILEYC.002).

If you use codes for clients or matters, make sure a Case List cross-reference is readily
available
(preferably via macro) so that a user may use Search/F2 to look up the code by the client
name,
case name, contact person's name, or phone number.